FOR THE COUNCIL MEETING OF JULY 16, 2024
COUNCIL AGENDA REPORT
TO: City Council
FROM: Interim City Manager Alex Posada
BY: Director of Public Works Brett Fulgoni
SUBJECT: Adoption of a Resolution to Award a Professional Services Agreement for Active Transportation Plan Project Approval and Environmental Document
Description:
The City Council will consider approving the award of Pedestrian and Bicycle Safety Professional Services contract to Nichols Consulting Engineers, Chtd. The City has Active Transportation Program Grant funded project that requires technical assistance from a consultant that is able to prepare environmental documents and preliminary plans for approval by Caltrans and the California Transportation Commission.
Environmental Notice: The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
RECOMMENDATION:
Adopt a Resolution awarding a Professional Services Agreement in the not -to-exceed amount of $489,270 to N ichols Consulting Engineers, Chtd. for Project Development Professional Services for Project Approval and Environmental Document preparation associated with the Active Santa Maria Safe Routes to School project.
BACKGROUND:
The City prepared an Active Transportation Plan ( ATP) Grant Application to construct bicycle and pedestrian infrastructure. The scope of the project was consistent with the City’s adopted Active Transportation Plan. The anticipated total project cost (including all phases) is $8,131,000. The City was awarded the ATP grant funds for a total of $7,721,000 with $150,000 identified for the Project Approval and Environmental Document (PA&ED) phase of the project. The City’s local share of the project costs is $410,000. While the City employs transportation profess ionals on staff, the ability to prepare environmental studies and the required project approval documents needed to construct the project are beyond the normal workload of City staff, therefore necessitating the hiring of outside consultants for these services.
2 DISCUSSION:
On January 15th, 2024, a Request for Proposal (RFP) was issued and advertised through the City’s bidding platform. In addition, notification emails were sent to firms who expressed interest in providing Pedestrian and Bicycle Safety P rofessional Services to the City.
Review of the received proposal was made in accordance with the City’s Purchasing Guidelines. One proposal was received on April 4th, 2024. Engineering Division staff evaluated the proposal and found it to be responsive to the needs of the City and the ATP Grant funding. The proposed Professional Services Agreement would be managed by the Engineering Division.
Alternative(s)
City Council could decide to not award this Professional Services Agreement and direct staff to i ssue another RFP for these services, or not perform this work altogether.
However, these alternatives are not recommended. Reissuing the RFP will delay the project for several months and not performing this work will forfeit grant funds that further Council’s adopted Active Transportation Plan and Local Road Safety Plan. Failure to perform the work will also impact the ability of the City to receive future ATP Grant funds.
Fiscal Considerations
Fees for consultant services will be based on the consultant’s proposal attached to the proposed contract, for a not -to-exceed amount of $489,270. The ATP Grant will fund activities up to $150,000, consistent with the ATP Grant application. The remainder $339,270 is to be funded by Gas Tax and Measure A funding that is required to be used on Bicycle and Pedestrian projects.
Impact to the Community
Safety for all road users in Santa Maria is a priority. The purpose of this effort is to prepare project documents to construct safe pedestrian and bicycle infrastructure that is low - stress. The project improvements were identified by the community during the public engagement process that prepared the adopted Active Transportation Plan.
Other Agency Review
Following completion of the work to be performed by Nichols Consulting Engineers, Chtd. (NCE), the California Transportation Commission will review and approve prior to proceeding to the next phase of the project development (preparation of Plans, Specifications and Estimate, and Right-of-Way Certification).
ATTACHMENTS
A. Professional Services Agreement to NCE